Summary
The Senior Administrative Assistant reports directly to the Associate Dean, Preclinical Education and is responsible for providing clerical, administrative, and project support to the Office of the Associate Dean, Preclinical Education for the College of Dental Medicine-Illinois (CDMI). The incumbent maintains a current knowledge of CDMI’s policies, processes, and procedures to ensure efficiency in the Program.
Essential Duties and Responsibilities
- Greets and screens incoming visitors in a professional manner, managing the needs of the visitor and, where indicated, promptly notifying the appropriate person of their arrival.
- Efficiently and accurately coordinates, updates, and maintains calendar of events, schedules, appointments, and meetings for the faculty and the students’ quarterly and annual activities, rotations, and assignment calendars as required.
- Prepares a variety of technical, statistical, financial, and narrative reports, letters, memoranda, and other written correspondence and materials.
- Organizes and assists in planning of College of Dental Medicine-related events.
- Answers multi-line telephone system, takes accurate messages, and transfers telephone calls to the appropriate person in an efficient manner.
- Receives, sorts, and distributes incoming mail and prepares outgoing mail in a timely manner.
- Develops and applies logic and common sense in relation to faculty, staff, student doctors and external interactions within the Associate Deans’ Office.
- Operates standard office equipment to include multi-line telephone system, facsimile machine, computer, printer and scanner, and photocopy machine.
- Performs routine and complex administrative functions including word processing correspondence, memos, filing, calendars, and reports using OneDrive cloud, Microsoft Office apps (Outlook, Word, Excel, PowerPoint, Teams, etc.), and Nitro Pro.
- Provides full support in use of Canvas platform, Reposndus and Midwestern University Testing Center application to set up courses and modules, creates quizzes and tests, enters grading, and provides reports.
- Prepares and confirms all continuing education documentation, membership dues and documentation, and travel and accommodation arrangements and prepares reimbursement documents accurately for administration and faculty as well as external persons who are engaged for professional purposes (e.g., interviewees, site visitors, etc.)
- Provides support and back-up for all staff functions, including special projects.
- Provides for the organization, administration, security, confidentiality, and retention of clinical credentialing records for faculty, staff, and students.
- Records and maintains records and minutes of College, faculty, and staff meetings.
- Provides orientation and training for new employees, as assigned.
- Arranges accommodations and related requirements for official visitors.
- Actively supports the planning and conducting of various College processes and functions, such as student doctor credentialing exams.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. The individual must be able to work in a constant state of alertness and in a safe manner and have regular, predictable, in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
High school diploma or equivalent required. One-year certificate from a college or technical school and/or Associate degree highly desired. A minimum of 3-5 years relevant work experience is required. Experience working in a team and customer service-oriented environment. Excellent written and verbal communication skills.
Computer Skills
Computer proficiency in MS Office 365 (Word, Excel, Outlook) and database management skills including OneDrive cloud.
Language Skills
Intermediate skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization.
Reasoning Ability
Intermediate skills: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Other Skills and Abilities
- In stressful circumstances, identifies, evaluates, and addresses the needs of faculty, students, patients, staff, and related stakeholders.
- Demonstrates excellent organizational skills with ability to manage multiple tasks simultaneously.
- Adapts to changing priorities and works under pressure to meet deadlines.
- Demonstrates strategic and tactical planning skills.
- Demonstrates effective written and oral communication and interpersonal skills, as related to problem-solving and conflict management, which are essential.
- Demonstrates judgment and decision-making skills, particularly in areas related to policies and protocol.
- Demonstrates pleasant and professional customer-service skills.
- Demonstrates ability to work independently as well as in a collaborative fashion.
- Previous experience in an educational institution and/or a dental institution is desired.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee will work primarily indoors but will be in an outdoor environment when traveling between campus buildings, off campus, and to other campuses and facilities.
While performing the duties of this job, the employee is occasionally required to stand. The employee is regularly required to walk; reach with hands and arms. The employee is frequently required to sit; use hands to finger, handle, or feel; talk and hear. The employee must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close and distance vision.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position is occasionally exposed to fumes or airborne particles and regularly exposed to outdoor weather conditions. The noise level in the work environment is usually moderate.
Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois, and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences, and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.
We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long-term disability and pet insurance. We offer flexible spending accounts, including healthcare reimbursement and a child/dependent care account. We offer a work-life balance with a competitive time off package including paid holidays, sick/flex days, personal days, and vacation days. We offer a 403(b) retirement plan, tuition reimbursement, a child care subsidy reimbursement program, identity theft protection, and an employee assistance program. Wellness is important to us, and we offer a wellness facility on-site with a fully equipped fitness facility.
Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws and regulations. Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/). Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.
Required
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A minimum of 3-5 years relevant work experience is required.
Required
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.
